Job Details

We are hiring for a great client in Irvine, CA, seeking a highly skilled and detail-oriented Administrative Assistant to support their busy legal and administrative operations. This is a temp-to-hire opportunity offering a hybrid schedule (minimum of two days onsite per week—with flexibility to work additional days in the office as needed). This role provides a unique opportunity to blend legal support and high-level administrative functions, working closely with the leadership team and internal legal staff. The ideal candidate will have prior experience in an administrative assistant capacity, demonstrate exceptional organization and communication skills, and possess the ability to anticipate needs and operate independently.

Key Responsibilities

• Assist with reviewing, tracking, and updating legal contracts, subrogation files, and compliance documentation.
• Maintain legal filing systems and ensure all records are organized and current.
• Support compliance and subrogation activities under the guidance of the legal team.
• Draft and edit correspondence, reports, and other legal documents as needed.
• Coordinate and schedule meetings for leadership, including booking conference rooms, preparing materials, and taking detailed meeting minutes.
• Serve as the primary point person for scheduling and meeting coordination, ensuring all logistics run smoothly.
• Prepare follow-up summaries, distribute action items, and track progress on deliverables.
• Manage calendars, organize department activities, and assist with correspondence to internal and external stakeholders.
• Handle general office administrative functions such as supply ordering, filing, and document organization.
• Provide reminders and proactive support to help keep leadership on track with priorities and deadlines.

Qualifications

• 2–3 years of experience as an Administrative Professional.
• Strong administrative and organizational skills, with the ability to manage multiple priorities in a fast-paced environment.
• Excellent written and verbal communication skills; able to draft professional correspondence and summarize complex information.
• Highly detail-oriented, proactive, and able to work independently with minimal supervision.
• Proficient in Microsoft Office Suite (Word, Outlook, Excel, PowerPoint); experience with Monday.com a plus.
• Bachelor's degree preferred.
• Must demonstrate professionalism, critical thinking, and the ability to maintain confidentiality.